Accommodation Administrator

8 months ago

Stirling, United Kingdom University of Stirling Full time

**Post Details**
Full time
Open ended

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

**The Post**
Based with the Accommodation Services office this is a customer facing role. The role holder will be expected to show excellence in customer care when dealing with all enquiries and provide a responsive reception and administration service within the department.

The role holder will work closely with students and guests dealing with all aspects of Accommodations Services. They will deal directly with rental income, general income and assist with daily banking, rental payments, daily financial journals and month end / year end reporting as required. In additional they will be responsible for liaising with HR to maintain staff records, collating staff sickness and overtime records and providing support for managers on HR processes.

The role holder will also be part of the main administrative team that will assist all residences clusters with any relevant administrative work.

The role holder will contribute to the development of the service and have responsibility for social media sites and the identification and implementation of other innovations in online media.
- Additional Information/Special Conditions_
- There is no requirement to wear a uniform, however you will be expected to always present a smart and professional image
- It is a requirement of these roles that working hours are flexible to meet the demands of the business, normally Monday to Friday, but some weekend work is required during busy periods (usually the start and end of semester) and during applicant / open days.

**Description of Duties**
- To respond to enquiries regarding accommodation or if necessary, these are directed to the most appropriate person within Accommodation Services or the University for action
- To ensure accurate and regular transfer of financial information from the accommodation system to the main University finance system (Agresso)
- To create and check purchase orders, assisting colleagues as required
- To accept payments by cash, card or cheque always ensuring accuracy and the issuing of receipts and reconciling balances for all payments
- To ensure any financial discrepancies are investigated and reported in accordance with University procedure
- Preparation of internal journal entries for processing via the University finance office
- To undertake daily banking responsibilities, ensuing accuracy and correct procedures are followed
- To undertake daily reconciliation of transactions to bookings of summer Commercial Business, investigating and rectifying errors as they arise
- To attend and provide information to current and future students regarding University accommodation at University open and applicant days (usually Saturdays) and assist in the delivery of an accommodation roadshow
- To assist with month end and year end activities as required
- To facilitate discussions with students regarding rent debt and be confident in negotiating and agreeing appropriate payment plans when required
- To liaise with Cluster teams and Accommodation Services Management with regards to day-to-day activities and administrative and general office support requirements
- To provide a comprehensive administration support service to the Accommodation Services management team and accommodation clusters. This includes maintaining staff records, timesheets, reporting of sickness, general correspondence, filing etc
- To liaise directly with other departments of the University, such as finance, student administration and SDSS, ensuring appropriate information transfer and subsequent actions are taken where applicable
- Contribute to the development and implementation of Accommodation Services strategic objectives
- Create and monitor Accommodation Services Social Media sites
- Contribute to publishing schedules for social media
- Contribute to the creation and publication of content on social media Monitor and provide updates for the Accommodation Services web pages
- Any other duties as defined by Accommodation Services Management

**Essential Criteria** Qualifications**
- Educated to Standard Grade Level or higher, to include maths or to able to demonstrate a comparable level of ability, e.g., through relevant experience.

**Knowledge & Experience**
- Substantial experience of working as part of a team providing excellence in customer care within a front facing, operational role.
- Experience of making decisions and using judgement and initiative to solve problems
- Evidence of strong interpersonal skills
- Evidence of being self-motivated with a “can do” style and approach
- Evidence of excellent written and verbal communication skills
- Evidence of a high level of accuracy
- Knowledge of Social Media

**Skills & Attributes**
- Ability to work independently, as well as part of a team
- Ability to prioritis

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